Terms of Service

These terms are between Stamp & Key Ltd trading as VanStamp ("we", "us") and the business that creates an account ("you", "the customer"). By creating an account or using VanStamp you agree to them. If you accept on behalf of a business, you confirm you have authority to do so.

VanStamp is a trading name of Stamp & Key Ltd, a company registered in England and Wales (Company Number: 17495132). Registered office: 100 Wodensfield Towers, Plym Close, Wolverhampton, WV11 1QR.

Support: support@vanstamp.co.uk | Billing: billing@vanstamp.co.uk | Privacy: privacy@vanstamp.co.uk

Registered office: 100 Wodensfield Towers, Plym Close, Wolverhampton, WV11 1QR

1. The service

VanStamp is a web app for managing vehicles, drivers, shifts, fuel, expenses, issues, documents and compliance dates, and for issuing work badges to your team. It is provided for business use only.

Some features are optional. You can switch them on or off in Settings. Switching a feature off hides it but does not delete the information already recorded.

2. Accounts

• The person who creates the account becomes the company's office administrator and must give accurate information.
• You are responsible for everything done through your account and for keeping passwords secure. Tell us promptly if you think an account has been misused.
• Drivers join through single-use invite links you create. You are responsible for who you invite.

3. Free trial

New accounts get a 14-day free trial with no card required. One trial per company. If you don't choose a plan by the end of the trial, your account becomes read-only. Your data is kept for 30 days after the trial ends so you can subscribe and carry on; after that we may delete it.

4. Plans, prices and payment

• Plans and vehicle limits are shown on our pricing page. Prices are in GBP. No VAT is charged.
• Subscriptions are billed monthly or yearly in advance through Stripe and renew automatically until cancelled.
• Discount codes, such as founding customer offers, apply only as stated when the code is given and can't be combined unless we say so.
• If you run more than one company on the same login, each company has its own plan. Every company after the first, owned by the same login, gets 20% off its plan (not extra office logins) while another of those companies has a paid plan; the company on the most expensive plan pays full price. It can't be combined with other discounts, and when the companies or plans change it is adjusted from the next invoice.
• Only active vehicles count toward your limit. If you reach your limit you will need to upgrade or archive vehicles before adding more. You cannot move to a plan whose limit is lower than your number of active vehicles.
• Company verification (see Section 7) is available on paid plans only.
• We may change prices with at least 30 days' notice. The change applies from your next renewal.
• If a payment fails, we may make your account read-only until it is resolved. We do not delete data because of a failed payment without giving notice.

5. Cancelling and refunds

You can cancel at any time from the billing page. Your plan stays active until the end of the period you have paid for (the month for monthly plans, the year for yearly plans). We don't give refunds for part-used periods, unless the law requires it or we agree otherwise in writing. After cancellation you can export your data during the period, and afterwards as set out in Section 10.

6. Your responsibilities

You agree that you will:

• use the service lawfully and only for your own fleet operations;
• have a lawful reason to record the driver and vehicle information you enter, and tell your drivers what VanStamp records about them (including shift times, mileage readings, daily vehicle checks and photos, and, if you use work badges, that anyone who scans a badge sees the details shown on it) and how you use it (our Privacy Policy explains our role);
• if you use work badges, only issue them to people who work for you or on your behalf, keep the details on them accurate, and switch a badge off promptly when someone leaves or should no longer represent you;
• give us true company details, and not ask us to verify, or issue badges for, a company you do not run or are not authorised to act for;
• not upload anything unlawful, or anything you have no right to upload;
• not try to access other customers' data, disrupt or overload the service, reverse engineer it, or resell it without our written agreement;
• keep to any fair-use limits that apply to your plan.

You remain responsible for your legal duties as a vehicle operator and employer, including keeping vehicles roadworthy, insured, taxed and MOT'd.

7. Reminders and information are aids, not guarantees

VanStamp shows compliance dates and reminders based on what you or your drivers enter. We do not check them against official records. A reminder may be late, missing or wrong if information is wrong or incomplete. You are responsible for making sure that MOT, insurance, tax, servicing and other legal requirements are met.

Figures such as spend totals and reconciliation matches depend on the data and statements you provide. Please check them before relying on them for accounts, tax or legal purposes.

VanStamp can read odometer, pump and receipt photos, and documents such as insurance certificates, automatically. Readings may contain errors, and suggestions from documents must be checked by you before they are saved. Links to outside services such as askMID are provided for convenience; we don't control those services. Depending on your settings, drivers can correct a reading or are asked to retake the photo, and figures that were corrected or typed in are marked for you to check. You should check any figure you rely on.

Shift times are recorded when drivers start and end a shift in VanStamp. They are not a record of legal driving hours, duty time or working time, and VanStamp does not check compliance with drivers' hours or working time rules. You remain responsible for those.

Daily vehicle checks. A daily check records what the driver marked and photographed at the time. It is not an inspection by us, and a check marked OK does not mean a vehicle is roadworthy. It does not replace your own duties to inspect, maintain and repair your vehicles, or to stop a vehicle being used when it is not safe. Requiring a check before a shift is a setting you control. If a driver reports that a vehicle is not safe to drive, deciding whether it is used is your responsibility.

Alerts, such as emails about urgent vehicle problems and warnings shown to drivers about expired MOT, insurance or road tax, are a convenience. They depend on the information entered and may be delayed or not delivered. Do not rely on them for emergencies or safety decisions.

Work badges. A work badge shows that your company issued it in VanStamp and that it is currently switched on. The details on it are the ones you entered. It is not an identity document, and it does not replace your own checks on the people who work for you, such as right-to-work or background checks. We may switch off badges if we reasonably suspect misuse, and we will tell you when we do.

Company verification. Company verification means that, when we approved it, we checked your company's Companies House record: that the company is active, that its registered name matches the one you entered, and that the name on your account matches a current officer of the company. We re-check your company's status every month. It is not a recommendation or guarantee of your company, its staff or its work, and it is not a check on the individual people you issue badges to. We may remove verification, for example if the register changes, if a check fails, or if we reasonably suspect misuse, and we will tell you when we do.

8. Your data

You own your data. You give us permission to store and process it to provide the service and as our Privacy Policy and Schedule 1 explain. We do not sell it. You can export transactions, fuel reconciliation, shift reports and daily vehicle checks as CSV files or PDFs at any time while your account is active. Once downloaded, an export is yours to keep secure.

9. Availability and changes

We work to keep VanStamp available and secure, but we do not promise it will be uninterrupted or error-free, and we may change or improve features from time to time. We will give reasonable notice of any change that significantly reduces what your plan includes.

10. Ending the agreement

Either of us may end the agreement by cancelling (you) or by giving 30 days' written notice (us). We may suspend or close an account straight away for serious or repeated breaches of these terms, unlawful use, or non-payment after notice. After an account closes we will delete your data within 30 days (backups within 90 days), unless the law requires us to keep something. Please export what you need first.

11. Liability

Nothing in these terms limits liability that cannot legally be limited, including for death or personal injury caused by negligence, or for fraud.

Subject to that:

• we are not liable for loss of profit, business, goodwill or data, or for indirect or consequential loss;
• we are not liable for fines, penalties or losses arising from a missed MOT, insurance, tax, service or other deadline, from drivers' hours or working time rules, from alerts that are delayed or not delivered, from incorrect information entered into the service, or from a work badge that was not switched off when it should have been;
• our total liability to you for any claim arising out of the service in any 12-month period is limited to the fees you paid us in the 12 months before the claim arose.

12. Data protection

Each party will comply with data protection law. Where we process personal data for you as your processor, Schedule 1 applies.

13. Changes to these terms

We may update these terms. We will tell account holders of material changes at least 30 days beforehand. If you keep using the service afterwards, you accept the new terms; if you don't agree, you can cancel before they apply.

14. General

These terms and our Privacy Policy are the whole agreement between us. If a provision is unenforceable, the rest still applies. Not enforcing a right is not giving it up. You may not transfer your rights under these terms without our consent. These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Schedule 1: Data processing terms

This schedule applies when we process personal data on your behalf. You are the controller and we are the processor.

Subject matter and duration: providing the VanStamp service for as long as your account is active, plus the deletion period in Section 10.

Nature and purpose: storing, organising, displaying and exporting fleet, driver and expense records so that you can manage your fleet.

Types of personal data: driver, other team member and office-user identity and contact details; date of birth, address, driving licence and emergency contact details; work activity records (shift start and end times and shift totals, mileage readings, daily vehicle checks, fuel and AdBlue stops, expenses, issues and messages, availability, notes to the office, photo update requests); photos, photo details (time taken, time uploaded, how taken) and uploaded documents, including earlier versions; work badge details (badge photo, job title, employee number, expiry date); certificates and qualifications (the document, its name, expiry date and visibility); audit logs.

Categories of people: your drivers, office users and other team members you issue work badges to, and any other individuals named in the records you upload.

Our commitments. We will:

1. process the data only on your documented instructions (these terms and your use of the service), unless the law requires otherwise;
2. make sure people who handle the data are bound by confidentiality;
3. keep appropriate security measures in place, as described in our Privacy Policy;
4. only use sub-processors approved in accordance with this schedule, and bind them to equivalent obligations. Our current sub-processors are listed in our Privacy Policy; we will give 30 days' notice of changes, and you may object;
5. help you respond to requests from individuals, and with security, breach notification and impact assessments, taking into account the nature of the processing;
6. tell you without undue delay after becoming aware of a personal data breach affecting your data;
7. delete or return the data when the agreement ends, as set out in Section 10;
8. give you the information you reasonably need to show we meet these obligations, and allow reasonable audits, with notice, no more than once a year, at your cost and without disrupting others' data.

Transfers: as described in the Privacy Policy, with lawful safeguards.